Rillion One – Capture Documentation

Version 1.0.14

Overview

What is Rillion Capture

Rillion Capture is an AI-native invoice capture solution that automatically extracts data from invoices. It removes the need for manual data entry while maintaining high accuracy and flexibility.

Since the solution is developed in-house, Rillion has full control over the entire data capture process.

How It Works

Rillion Capture uses a multimodal AI model (processing both text and images). When an invoice is received, the system:

1. Receives the invoice via email
2. Standardizes the document (e.g. rotates pages)
3. Classifies the document (invoice type, language, jurisdiction, buyer)
4. Extracts invoice fields
5. Sends structured data to the relevant product for further processing

AI extraction is combined with rule-based logic to ensure reliable and accurate results, even for unseen invoice formats.

Supported Formats

Supported file types:

• PDF (recommended)
• PNG
• JPEG

Guidelines:

• Minimum resolution for scanned invoices: 200 DPI
• Invoices must be sent as email attachments
• Content in the email body is not processed

Not supported:

• Password-protected files
• Encrypted or restricted PDFs
• ZIP files

File Size Limits

• Maximum email size: 25 MB (including attachments)
• Emails exceeding the limit will trigger a delivery failure
• Sending one file per email is recommended for large files

Receiving Invoices (Email Addresses)

Invoices are sent to a dedicated Capture email address:

Email Notifications

Rillion Capture automatically notifies the sender in the following cases:

Optional: Customer Notification Address

• A notification email can be added to receive the same alerts
• Helps track failed submissions and avoid supplier reminders

Batch Processing (Multiple Invoices in One PDF)

To enable automatic splitting of multi-invoice PDFs:

• Use the batch email variant

  [address]+batch@capture.eu.rillion.com [address]+batch@capture.rillion.com
  

Split Behavior

⚠️ Splitting only works when using the +batch address
Standard email addresses will NOT split PDFs.

Data Storage

Separate environments are used for US and non-US customers.

Setup & Configuration

Email Setup

Email configurations are managed within Rillion One (by Rillion staff).

Available options:

• Link one or multiple companies
• Set default company
• Add customer notification email

Contact Rillion to create or modify an email setup.

Company Identification

When multiple companies are linked to an email, Rillion Capture identifies the correct company using:

• Company name
• Organisation number
• VAT number
• EAN
• Address
• Email
• Phone number

Matching is normalized (case, spacing, formatting).
A match in any single field is sufficient.

If only one company is linked → it is always assigned automatically.

Verification in Rillion One

• Invoices appear in the standard invoice view in Rillion One
• Data source is marked as “Rillion Capture”
• Verification workflow remains unchanged

Important:

• No field-level warnings currently available
• Standard validations in One still apply
• Invoices can be split/merged after import

Uploading Invoices (Manual)

Invoices uploaded manually in Rillion One:

• Are NOT processed by Rillion Capture
• No automatic data extraction is performed

Country Support

Support Level Definition

• Very good → High accuracy (≥96% field-level accuracy), validated with curated datasets

Invoices from other countries may still work, but are not fully optimized.

✅ Best Practices

• Use PDF format whenever possible
• Ensure invoices are clear and readable
• Send one invoice per email unless using batch processing
• Use +batch only when intentional splitting is needed